Services > Procurement Services
Procurement Services
Defining the Issue. One of the key functions of government jurisdictions and agencies is procurement. WhysSolutions can be an innovative partner and project manager from the commencement of the process through implementation. We are skilled in working as team member, as well as team leaders.
Where does the procurement begin? You have strategic discussions. You may conduct a needs assessment or a business plan. You have appointed a core leadership structure, team leader or, governance body in a multi-jurisdictional or departmental transaction. You have secured much, if not all, of your budget (although who can ever predict that with any degree of certainty). You appear ready to move towards procurement, transitioning from the insularity of your government partners (i.e., local counties, regional, state) to the world of vendors. It is a very big step -- moving from jurisdictional disputes and territorial chauvinism to a world of sales people attempting to move product to make the sale.
With most government technology transactions or infrastructure projects, massive sums of public funds are available to address the homeland security, public safety, criminal justice, transportation, school construction or other substantial project. The stakes are high.
Many short-sighted jurisdictions give short shrift to planning and instead fly blind, hoping for the best and more often than not expending substantial sums of public monies retrofitting projects, paying for enormous cost overruns or fighting costly litigation. In view of the consequences it is important to define your terms at the earliest stages in the transaction. The pre-RFP planning and the words you use in your RFP set the course for the entire transaction: from the vendor’s proposal and response, to the language contained in the contract, the contract negotiation and implementation.
The Collaborative Role. WhysSolutions functions as a member of your team; an additional resource sitting on your side of the table. At WhysSolutions we believe it is critical, at the outset of a public procurement, to remember two words: fluidity and collaboration. Planning and preparation is important but planning should not become a euphemism for inflexibility or rigid adherence to the “one-way” to accomplish an end. Planning and preparation should provide you with the tools and self-assurance you need to successfully manage a project.
Collaboration, acting as a team, is the objective in a complex and expensive technology transaction. Playing your role in the transaction requires hard work, planning and an intelligent approach that leads to successful implementation. You get there by gearing up in the pre-RFP stage of the procurement.
A good procurement conducts an inventory of available legal tools: laws, regulations etc… The next area has to do with jurisdiction. How many different departments or agencies are responsible for procurement. Should that authority be consolidated; if so, what’s the best method to do so? If not, what are the best ways to coordinate their activities and ensure that consistent processes and methodologies are practiced across all agencies. What are the best processes and methodologies. WhysSolutions can answer these questions and more.
You need to understand the purchasing policies and procedures of the agency with purchasing authority. You also need to understand a little question like --- who has authority to sign. Is it the the chief budget officer? The Agency head? The mayor? The county executive? The attorney general? Or more than one party? For every signatory there is one more hoop to stuff, another player at the table.
You need to have adequate management, technical, and clerical staff to perform all aspects of the procurement covering each of the following areas: Inception: Planning and Strategic Thinking; Development of Processes and Documents; Evaluation of Proposals and Proposers; Contract Development and the Negotiation Process; and Contract Management: Oversight and Accountability. Your agency will need to have availability of information technology contracting expertise to negotiate and draft an agreement with the awardee so that you can close the transaction with a well structured contract. Very few firms combine the management and legal services available through WhysSolutions.
Where does the procurement end? It ends when there is a successful implementation. Procurement is a multi-faceted transaction and WhysSolutions can be an effective partner in this endeavor.